Document Folders

In this area you can set up the folder structure and documents to which insureds have access on your brokerage’s website. If your brokerage uses Applied TAM or Applied Epic, your document folder structure imports automatically. You can give the folders names that make more sense to your insureds, and the folders will remain tied to the original folder in Applied TAM or Applied Epic.

You can then create document roles to assign to contacts. Doing so allows you to control the folder structures to which the contacts have access.

Create roles based on your organizational needs, and associate the necessary document folders to those roles. For example, you might want different roles for commercial, personal, and benefits clients. If the role assigned to an insured contact does not have a specific folder marked Client Accessible for the assigned role, the insured/contact cannot see that particular folder when logging into Self-Service.

To access the Document Folders area:

• From insured detail, click Home > Configure > Document Folders on the options bar.
• From any other area of the program, click Home > Configure > Document Folders on the options bar or click Configure > Document Folders in the navigation panel.

Import Folder Structure

Document folder structure imports automatically from Applied Epic or Applied TAM. When an Epic Attachment folder is imported, its folder structure locks to allow Applied CSR24 to accept updates made in Applied Epic (locked folders display with a padlock). If you or another staff member changes an Epic Attachment’s folder structure, the structure automatically updates in Applied CSR24.

To change a folder’s name, click the appropriate folder and click Edit. In the pop-up box that displays, change the Description, and click Save. The Internal Description displays the folder’s name in Applied Epic or Applied TAM. Folders entered here do not display in the brokerage management system. Note that you cannot change the names of locked folders.

The Client Accessible checkbox makes the documents within a folder visible to insureds on your website. Select/deselect the checkbox for each folder accordingly.

Add a Folder

1. Click to highlight the location of the new folder.
2. Click Insert.
3. Double click the New Folder. In the Edit Folder Name pop-up window that displays, enter the name in English. If applicable, enter the translated folder name in the French, Polish, and Spanish fields as well. Click Save.
4. Drag and drop to move the folder if necessary.

Edit a Folder

You can change the folder name that insureds see in the Self-Service Portal and add French, Polish, and Spanish translations if applicable.

1. Double click the desired folder.
2. In the Edit Folder Name pop-up window that displays, edit the name in English. If applicable, enter the translated folder name in the French, Polish, and Spanish fields. Click Save.
3. Drag and drop to move the folder if necessary.

Delete a Folder

1. Click to highlight the folder you wish to delete.
2. Click Delete.
3. You are prompted to verify the deletion. Click Yes.

Note: Within Applied CSR24, you cannot edit folders added from Applied Epic or TAM. Such folders are locked in CSR24 (denoted by a padlock icon). To delete folders added from Epic or TAM, you must do so from the management system itself.

Manage Roles

This feature allows your organization to create document roles that can be assigned to contacts to control the documents to which the contact has access. Contacts assigned to a Document Role can only view the attachments contained in the role’s selected document folders that contain attachments that are marked Client Accessible in Applied Epic or Client Viewable in Applied TAM. In other words, if an attachment is marked Client Accessible in Applied Epic or Client Viewable in Applied TAM, those attachments must be in folders that are marked Client Accessible in Document Configuration and the contact must be assigned a role with access to that folder in order to see Client Accessible/Viewable documents contained in the folder. Note that you can assign multiple roles to each contact as necessary. To assign a role to a contact, access Contact Detail and select the appropriate Document Role(s). If no roles are assigned, the contact has rights to view all client accessible documents.

This utility is available to brokerage administrators with brokerage-level permissions. A Default role was created to match the pre-release folder access; any folder that was made client accessible pre-release will be remain client accessible for the Default role. Going forward, you must designate any new folders as Client Accessible for the Default role.

Click Manage Roles on the options bar to start the workflow.

Add a Document Role

1. Click Add on the options bar.
2. Enter a Name and Description for the folder structure.
3. Click Save.
4. Select the Client Accessible checkbox for each folder to which the role should have access.
   
   Note: You can expand folders to grant access only to certain subfolders. If a subfolder is Client Accessible but its main folder is not Client Accessible, neither folder displays in Self-Service.
5. Click Save.

Edit a Document Role

1. Double click the role you want to update.
2. Amend the role Name and Description as necessary.
3. Select/Deselect the Client Accessible checkbox for each folder as needed.
   
   Note: You can expand folders to grant access only to certain subfolders.
4. Click Save.

Copy a Document Role

1. Double click the role you want to copy.
2. Click Copy on the options bar.
3. A duplicate of the role displays. Copy of displays at the end of the role Name. Amend the role Name and Description as necessary.
4. Select/Deselect the Client Accessible checkbox for each folder as needed.
   
   Note: You can expand folders to grant access only to certain subfolders.
5. Click Save.

Delete a Document Role

1. Double click the role you want to delete.
2. Click Delete on the options bar.
3. You are prompted: Are you sure you want to delete? Click OK.